Home

Add and manage team members

Who is this article for?
  • Sellers with the team management permission to create, edit, and remove team members. Set permissions in Square Dashboard.
  • About adding team members

    Adding your employees as team members allows you to manage your employees’ access to your Square account, configure access, assign wages, and add them to other Square services. 

    When you create a team member, you can assign a personal passcode, which they can see upon accepting their invitation. Team members can use their personal passcodes to sign in and out at the point of sale or clock in and out. 

    Before you begin 

    You can add team members from your Square Dashboard or Square Point of Sale app.

    To create a team member profile and send team members an invitation, you need certain personal information, including an email address or phone number. To complete the sign-up process, each team member must accept the invitation sent via email or phone. To complete the sign-up process, each team member must accept the invitation sent via email or phone within 30 days.

    Add a team member

    You can add team members from your Square Dashboard or the Square app.

    From Square Dashboard

    1. Sign in to your Square Dashboard, and select Staff & payroll > Team > Team members.
    2. Select + Team member.
    3. Enter the team member’s first and last name, along with their email address or phone number. Click Next.
    4. Enter their primary job title, job details, and pay type (hourly or salary). If the job already exists, select Primary job title or start typing the title to access a drop-down menu of existing jobs. Select Next.
    5. Determine their level of access by selecting an existing permission set or select Create a new permission set.
    6. Assign the locations these permissions apply to and click Save.
    7. To make the team member an authorized representative, toggle on Authorized Representative.
    8. Generate a personal passcode, then select Next.
    9. Review the information you provided and your selections, then select Done.

    From Square app

    1. Open your Square app, and tap ≡ More > Team.
    2. Select +.
    3. Enter the team member’s first and last name, along with their email address or phone number.
    4. Enter their job details such as job title and wages.
    5. Determine their level of access by selecting an existing permission set.
    6. Assign the locations these permissions apply to.
    7. Generate a personal passcode.
    8. To make the team member an authorized representative, toggle on Authorized Representative.
    9. Tap Save.

    Edit a team member

    You can edit team members from your Square Dashboard or the Square app.

    From Square Dashboard

    1. Sign in to your Square Dashboard and select Staff & payroll > Team > Team members.
    2. Select a team member.
    3. To update their personal information, permissions, or job, select Edit next to the section you want to edit.
    4. Select Save.

    From Square app

    1. Open your Square app, and select ≡ More > Team.
    2. Select the team member’s name.
    3. Select the pencil icon to edit the team member.
    4. From here, you can update their personal information, job information, or permissions.
    5. Select Save.

    Deactivate a team member 

    You can only deactivate team members through Square Dashboard. Your team members’ information isn’t lost or deleted when you deactivate them, and you can reactivate them at any time.

    1. Sign in to your Square Dashboard, and select Staff & payroll > Team > Team members.

    2. Click a team member’s name.

    3. Click the three dots by their name to open a drop-down menu.

    4. Click Deactivate > Deactivate.

    Related articles